Tips and Tricks

Purchase Order Entry

1. Change terms to "0" for people.
2. Check mailing address.
3. Use cost center info in Dept reference field for on-line review ease.
4. Remember to change the distributions field if you do a change order. Default does not work in a change order situation.
5. Use a combination of key board and mouse for fastest data entry. Start with the PO form screen so that fields that can automatically fill in do so, then do the defaults panel for the same reason.
6. Do not put freight as a separate line item, even if you know the amount. Do not include it in your total PO either, as this may cause your PO to be outside the match limits. Disbursements will enter freight amounts from the invoice.
   

Requisitions for Procurement POs

1. Change orders can be done on a monthly basis, via email, for Blanket Pos established through Procurement. Blanket orders are not processed in BFS so would need an alternate tracking system.
2. An alternative to Blanket Pos is the Vendor Contract. Establish terms of agreement with your vendor, then forward that agreement to Procurement requesting a white paper contract be set-up. All Vendor Contract orders are done as BFS Pos using PO type ìcontract agreementî. The advantage of a vendor contract is that you are not limited to the $2,500 PO limit. You can do a vendor contact PO up to the dollar limit of the agreement you established with your vendor. Another advantage is that you are not charged with an encumbrance of the total vendor contract amount when the contract is established. Rather you get charged as you initiate Pos against it.

Voucher Approval

1. On new approval screens you donít have to enter anything. If you hit enter all of your processing unitís vouchers will come up. You can enter an account and fund to filter the vouchers that are pulled up.
2. Write down the day's vouchers on paper, pull paperwork then do your review as a "next in list" function.
3. View both the match exceptions, PO activity and PO summary to resolve failed matching invoices.
4. Payment number equals the check number.
5. Most match exceptions for us are line item price variances, quantity differences, PO was "closed" by either Disbursements or vouchering activity. Vouchering problems are difficult to correct (contact whoever created the voucher as opposed to the help desk) as are true invoice variances (since we don't get a copy of the invoice), but the others are easy to correct b/c they are under our control. So the more effort that is put in the "up-front" systems, the better off we will be.
6. PO number must appear in voucher approval line or the encumbrance for that PO will not clear when a check is cut.

Dealing With Disbursements

1. When requesting an invoice copy you must include this information from the voucher screens:
   
   Vendor name
   Vendor number
   Invoice number
   Date entered
   Disbursement preparer's ID
   Your name
   Your address or fax number
   
   If an item is on the approval screen today, then it was vouchered yesterday so Disbursements will still have the invoice in the department. The invoices are usually sent out a few weeks after vouchering to be microfisched. You can expect fax delivery of your requested copy in 3 days.
2. When you have attachments to be sent with a check, you must send Disbursement two sets, the original and a copy. Disbursements sends one set with the check and the other goes into the permanent file. If you donít send two sets you risk long delays in processing as Disbursements will put that order to the side until they can take the time to have the docs copied. Or they may just return it to you requesting you furnish them with two copies. As an added precaution you should hand write on the PO copy forwarded to Disbursements, "SEND ATTACHMENTS" and highlight it.
3. Rush payments - Hand write "RUSH" and highlight it on the PO copy you send to Disbursements. Turn-around time on rush check requests is 1 day or 2 at the most.
4. Denied Vouchers - Be very clear in your comments what you want done. Disbursments is looking at denied vouchers daily.

Soft Liens

1. Done through the requisition screen and apparently does NOT appear on the ledgers-only on BIS--I have yet to confirm this as I did my first soft lien in July.

Federal Express

Listed below are steps to use to inquire for detailed sender information from the FedEx weekly reports sent by Disbursements:

1. Logon to BFS
2. Administer Procurement
3. Enter voucher information
4. Inquire screen - Multi Invoice Inquiry
5. Click "select"
6. Enter vender ID: 251771 (Federal Express) Enter Invoice ID: 790768066901 (use info. from the first column "invoice number"), Click OK.
7. Click small box in front of Invoice ID ("X" appears in the box)
8. Click Voucher box at lower left hand corner.
9. Select Header panel and note the reference number. This reference number is the FedFx account number. Check to see if this indeed your PI's FedEX account.
10. Select "Long Comments" panel to see detailed sender information.